Personal Assistant to Director
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Key skills for this role
About the Role
Turner & Townsend is seeking a Personal Assistant to support a Director in Riyadh. The role involves diary management, travel coordination, meeting organization, bid support, and administrative tasks.
Key Skills for This Role
Responsibilities
- Provide high quality organisational support services to the Director
- Word processing correspondence, memos and reports
- Prepare presentations
- Organise and maintain effective filing systems (including digitally)
- Ensure compliance in the team around expenses, travel, hotel bookings, client care, risk management
- Keep and maintain an accurate record of papers, electronic email correspondence and contacts list
- Full Board meeting management
- Minute taking and action tracking
- Filter general queries, phone calls and invitations to the Director
- Manage diary and travel arrangements
- Provide support for meetings and events
- Prepare bid submissions including formatting of documents, selecting images, identifying CVs and sourcing case studies
Requirements
- A minimum of five years admin experience in a highly pressurised environment
- Advanced Microsoft Office 365 suite skills (Word, PowerPoint and Excel, Teams)
- Excellent typing skills, good computer literacy speed and accuracy
- Strong organisational skills with the ability to maintain balance among multiple priorities
- Proven ability to work under pressure and to tight deadlines
- Excellent attention to detail, including proof reading skills
- Strong interpersonal skills and the ability to build relationships
- Ability to deal with sensitive information with discretion and maintain confidentiality
- Experience of diary management, researching and booking of travel and accommodation
Full Job Posting
Company Description
- Turner & Townsend is a global professional services company with over 22,000 people in more than 60 countries.
- We work with clients across real estate, infrastructure, energy and natural resources.
- Our capabilities include programme, project, cost, asset and commercial management, controls and performance, procurement and supply chain, net zero and digital solutions.
PA’s Administrative Duties
- Provide high quality organisational support services to the Director.
- Bring the administrative team together to work as one team and build a sense of team amongst this group.
- Word processing correspondence, memos and reports.
- Prepare presentations.
- Organise and maintain effective filing systems (including digitally).
- Ensure compliance in the team around expenses, travel, hotel bookings, client care, risk management.
- Keep and maintain an accurate record of papers, electronic email correspondence and contacts list.
- Building connections with PAs/EAs in the region and especially with clients.
- Full Board meeting management.
- Minute taking and action tracking.
Email and Phone Call Management
- Filter general queries, phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate.
- Develop and maintain effective electronic email filing system.
- Highlight urgent correspondence and print attachments.
- Prepare correspondence on behalf of the Director, including the drafting of general replies if instructed.
Diary and Travel Management
- Ensure busy diary commitments and travel arrangements are managed effectively including assessing priority of appointments, reallocation as necessary and troubleshooting problems.
- Conduct weekly diary meetings with the Director to discuss upcoming engagements, invitations and other requests.
- Coordinating and arranging video and conference calls.
- Schedule on behalf of the Director meetings between him and his direct reports.
- Liaise with relevant individuals and external organisations to arrange meetings, organise schedules, prepare agendas and draft minutes.
- Making travel arrangements and booking accommodation.
Meeting and Event Management
- Provide support for an extensive range of meetings, including providing location maps, preparing agendas, pre meeting briefings and meeting papers, noting action points and following them up.
- Management of Board meetings including plotting dates for the year, management of Board pack and invitations, minute taking and distributions of minutes, organising travel arrangements of attendees.
- Planning, managing and organising client and staff events and providing administrative support such as sending invitations, booking venues and arranging transportation.
Bid Support
- Prepare bid submissions including formatting of documents, selecting images, identifying CVs and sourcing case studies.
- Production of bid presentation material.
- Ensure all bids are timely submitted and are of consistent quality as per client instructions.
- Follow Director’s instructions on any other bid tasks.
Required Skills
- A minimum of five years admin experience in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts.
- Advanced Microsoft Office 365 suite skills (Word, PowerPoint and Excel, Teams).
- Efficient and proficient in managing workload and tasks assigned to them.
- Excellent typing skills, good computer literacy speed and accuracy essential.
- Strong organisational skills with the ability to maintain balance among multiple priorities, with attention to detail and quality delivery.
- Proven ability to work under pressure and to tight deadlines.
- Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy.
- Strong interpersonal skills and the ability to build relationships with all team members, Turner & Townsend stakeholders, Board members and external partners/vendors.
- Ability to deal with sensitive information with discretion and to maintain confidentiality at all times.
- Experience of diary management, researching and booking of travel and accommodation.
- Take up additional responsibilities and challenges.
- Proactive and flexible in approach.
Character Attributes
- Trustworthy.
- Self motivated, proactive, a quick learner, highly organised and able to work on their own initiative with minimum supervision.
- Excellent communication, coordination skills and ability to deal confidentially with information are important.
- Familiarity working in a dynamic and demanding environment is necessary.
- Must be strong enough to push back on requests to manage their own workload.
- Must be willing to continuously learn and always willing to find the most efficient ways of working and share knowledge.
- Bring the admin team together to work as one team, be the eyes and ears for the Country Manager, be indispensable.
- Never afraid of suggesting new ways of working especially if beneficial for the team.
- Must be able to ask for support from the team and wider PA network when required.
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